In my role at work, I often find myself composing emails that require conveying important information to colleagues, clients, or supervisors. A phrase I frequently encounter and use is “Please be advised.”
However, I’ve noticed that this expression, while functional, can come across as overly formal or repetitive when used too often. Finding alternative ways to introduce key points in emails has become increasingly important to maintain reader engagement and ensure my messages are effective.
This blog post will explore several alternatives to “Please be advised” that can be used in professional email communications. I’ll provide practical examples for each option, showing how these alternatives can be applied in various work scenarios.
What To Say Instead of “Please Be Advised” in an Email
Here are ten alternative ways to say “Please be advised” in an email, offering varying degrees of formality:
- Please note
- Kindly be aware
- For your information (FYI)
- It is important to note
- You may want to consider
- Be informed
- Take note
- Please be aware
- It should be noted
- I would like to inform you
1. Please note (Direct and Neutral)
“Please note” is a straightforward and neutral way to draw attention to important information in an email.
It’s often used in both formal and informal settings because of its versatility.
This phrase directly addresses the recipient and focuses their attention on the subsequent details without implying urgency, making it suitable for a wide range of notifications or reminders.
Usage examples:
- In a company-wide email, you might write, “Please note that the office will be closed next Friday due to a public holiday.”
- When clarifying details in project communication, “Please note, the deadlines for submissions have been moved up to ensure timely completion.”
2. Kindly be aware (Polite and Formal)
“Kindly be aware” adds a layer of politeness to the communication, making it appropriate for formal emails where you want to maintain a courteous tone.
This phrase gently informs the recipient of something important or of changes that may affect them while also respecting their autonomy in how they respond to the information.
Usage examples:
- In a notification to clients about policy updates, “Kindly be aware that our refund procedures have recently changed.”
- When issuing a reminder about compliance, “Kindly be aware that all submissions must adhere to the new guidelines effective immediately.”
3. For your information (FYI) (Casual and Informative)
“For your information (FYI)” is a casual yet informative way to preface details that the recipient needs to know but which may not require immediate action.
It’s commonly used in the workplace to relay information that affects a group or department, making sure everyone is up to speed without formal directives.
Usage examples:
- In an email updating team members on a project’s progress, “FYI, the latest project stats have been uploaded to the shared drive.”
- When passing along information received from upper management, “FYI, management has approved the budget for next quarter’s marketing campaigns.”
4. It is important to note (Emphatic and Formal)
“It is important to note” emphasizes the significance of the information being presented, suggesting that the details are crucial and should be carefully considered.
This phrase is typically used in professional communications where understanding the imparted information is essential to the recipient’s responsibilities or decisions.
Usage examples:
- In a legal advisory email, “It is important to note that these changes to the contract must be reviewed and approved by all parties before proceeding.”
- When providing instructions for a critical process, “It is important to note that failure to follow these steps exactly may result in a void warranty.”
5. You may want to consider (Suggestive and Soft)
“You may want to consider” is a gentle way to propose that the recipient think about or act upon the information provided.
It’s less direct than some other phrases, offering advice or suggestions rather than commands.
This makes it suitable for giving recommendations or considerations that might benefit the recipient.
Usage examples:
- In a strategic planning email, “You may want to consider the recent market fluctuations before finalizing our investment plans.”
- When advising a colleague on presentation techniques, “You may want to consider incorporating more visuals to engage the audience effectively.”
6. Be informed (Formal and Authoritative)
“Be informed” conveys a sense of authority and formality, emphasizing that the information following is important and requires the recipient’s attention.
It is often used in scenarios where the information has significant implications, such as changes in policy or important updates that could affect the recipient’s actions or decisions.
Usage examples:
- In a communication regarding organizational changes, “Be informed that the department structure will be realigned effective next month.”
- When alerting staff about security updates, “Be informed that new access protocols will be implemented starting Monday.”
7. Take note (Urgent and Commanding)
“Take note” is used to draw immediate attention to very important information, often implying that there could be consequences if the details are overlooked.
This expression is suitable in circumstances where urgency is required, such as impending deadlines or critical safety instructions.
Usage examples:
- In a memo about compliance deadlines, “Take note that all reports must be submitted by the end of this week without exception.”
- When giving instructions regarding a temporary procedure, “Take note, the usual entry gate will be closed tomorrow, so please use the side entrance.”
8. Please be aware (Polite and Informal)
“Please be aware” is a polite yet informal way to inform someone of something they need to know. It’s slightly less formal than “kindly be aware” but still maintains a courteous tone.
This phrase is versatile and can be used in both professional and casual emails where you want to sound friendly yet informative.
Usage examples:
- In a staff email about office maintenance, “Please be aware that the air conditioning system will be under repair on Thursday.”
- When reminding team members of IT security practices, “Please be aware that sharing passwords is against our company policy.”
9. It should be noted (Formal and Explanatory)
“It should be noted” is typically used to add important details or explanations to an existing topic of discussion.
This phrase implies that the information is an essential part of understanding the full context or implications of the situation discussed.
It’s often used in academic, technical, or detailed professional communications.
Usage examples:
- In a research paper or detailed report, “It should be noted that the figures from 2019 were adjusted for inflation.”
- When explaining policy adjustments in a company newsletter, “It should be noted that these changes will not affect existing contractual agreements.”
10. I would like to inform you (Personal and Direct)
“I would like to inform you” personalizes the message, making it clear that the sender is directly addressing the recipient with specific information.
This phrase is especially effective in personalized communications, where the sender is responsible for ensuring the recipient is aware of certain details or changes.
Usage examples:
- In a letter to a client, “I would like to inform you that your application has been processed and approved.”
- When updating a team about a shift in project leadership, “I would like to inform you that Sandra will be taking over as project manager effective immediately.”